Stop epics from being automatically added to the sprint

Adam Curry
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December 8, 2023

Hi there - 

 

We currently use epics to track multi-sprint priorities. You can imagine this as "launch product A" which might take 3-4 sprints. 

 

The issue is that whenever we assign the stories inside of our epic to the sprint, it automatically places the epic in the sprint as well. This means at the end of each sprint, we have a bunch of leftover epics that are "incomplete" and thus pulled forward into the next sprint. 

 

This is messing up a number of things - such as tracking velocity and managing boards properly. I am pulling my hair out trying to answer: how do I stop epics from appearing in the sprint?

 

There is no value for the epic card to be included in our sprints or sprint analytics. They will never have story points and will always span multiple sprints. Please help me, if possible. Thanks so much. 

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Trudy Claspill
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December 8, 2023

Hello @Adam Curry 

Welcome to the Atlassian community.

The addition of the Epic to the sprint is not a native function of Jira. Somebody has customized your Jira instance to do that. It could be happening because of an Automation Rule, or some other functionality.

Review the History information for such an Epic. There should be an entry there for the change of the Sprint field when the Epic got added to the sprint. Does it say who made the change? It could say a user or it might say "Automation for Jira". The latter is an absolute indicator that an Automation rule made the change. When an Automation rule executes it can alternately execute under the identity of a user, so if the history shows a real user name it still may have been done by an Automation rule.

When viewing the Epic find the Automation panel on the bottom right. Expand that panel then click the Refresh button.

Screenshot 2023-12-08 at 11.39.26 AM.png

That should show a list of Automation rules that have executed against that Epic.

Screenshot 2023-12-08 at 11.42.58 AM.png

You can click on those links to go to the rule details and determine then if one of those rules is setting the Sprint field.

Also check the same for a child story that has been added to a sprint to see if there is a rule executing there that is causing the change to the parent epic.

Adam Curry
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December 10, 2023

This is it! Thank you so much!

Theresa Gerhäuser March 27, 2024

Hi ,
I am trying hard to get exactly this automation working, that whenever I move a story to a sprint that the linked Epic also gets mapped to the sprint.

I would be very interested in how to create the automation rule to achieve this.

Thanks

Trudy Claspill
Community Leader
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March 27, 2024

Hello @Theresa Gerhäuser 

Generally Epics should not be added to sprints. Sprints should contain only the issues that you are committing to completing within the sprint. Epics typically take longer than the duration of a sprint to complete.

What problem are you trying to solve by adding Epics to Sprints?

Given that this post is not about adding Epics to sprints, but rather about stopping the automatic addition of Epics to sprints, you should open your own new Question post to get assistance with your query. 

Note also that the only people alerted when you add to an existing post are the original author, the people who responded to it, and anybody that elected to Watch it. Creating a brand new Question will get your question added to the first page of the Questions list and get it wider visibility in the community.

0 votes
Chandler Bing December 9, 2023

I understand the challenge you're facing with Jira's default behavior of including epics in sprints, impacting your sprint analytics and velocity tracking. While Jira's native functionality doesn't provide a direct option to exclude epics from sprints, there are a few workarounds and best practices you can consider:

1. **Use a Separate Board for Epic Tracking:**
- Create a separate board specifically for tracking epics. This board should exclude epics from sprints, allowing you to manage and monitor them independently.

2. **Filter Epics Out in Board Configuration:**
- In your board settings, go to "Board" > "Configure" > "Issue Types" and make sure that only the issue types you want to include in sprints are selected. Deselect the "Epic" issue type. This might not be perfect, but it could help filter out epics from your sprint board.

3. **Custom Filters:**
- Create custom filters for your boards, excluding epics. You can use JQL (Jira Query Language) to filter out epics from your boards and reports.

Example JQL:
```JQL
issuetype not in (Epic)
```

4. **Use a Different Hierarchy:**
- Instead of using epics for multi-sprint tracking, consider using a different issue type or a custom field to represent your long-term initiatives. This way, you can exclude these issues from sprints while still tracking them across multiple sprints.

5. **Manual Tracking:**
- Track epic progress manually outside of the sprint board. While this might not be ideal, it gives you the flexibility to manage epics independently of sprints.

6. **Third-Party Add-ons:**
- Explore third-party Jira add-ons that might provide more advanced sprint and board management features. Some add-ons offer enhanced control over which issues are included in sprints.

Always be cautious when making significant changes to your Jira configuration, and consider testing changes in a staging environment before applying them to your production instance. beach buggy racing online

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